Video Conferencing in 2021: The Ultimate Guide
Vandana Kumar
Freelance Content Writer|SEO-optimized Blogs|Creative Storyteller|Editor
Do you want to take advantage of opportunities for a reliable & instant virtual meetup?
Video conferencing tools help you connect, engage & collaborate all in one place. Live webinars across any devices with prospects & customers that boost leads & engagement. Recorded webinars are a valuable resource for your attendees.
Your mobile can extend to a day-to-day video conference call. A powerful, low cost & easy to use tool for instant connectivity during remote work. You can have a meeting with 1-5 people or more. Also, it is effective in all kinds of situations: interviews, team meetings, or live events.
The video conferencing market to exceed 50 billion USD by 2026.(Global Market Insights Inc)
Hybrid workspaces are emerging as a new way of working. As we grapple in the post-pandemic era. You realize virtual meetings are the future of small businesses.
In this guide, you'll get an overview of video conferencing. That includes setup & factors for buying software, benefits & limitations, and the current trends. So let's dive in
What is Video Conferencing?
Video conferencing is a virtual face-to-face meeting scheduled between people from different locations.
More often than not, you host one-to-one meetings such as client meetings & interviews. Sometimes it's multi-point or group meetings with large audiences. Only for webinars and remote team meetings.
Group video conferencing is ideal for companies that are multi-local with remote employees.
Voice over Internet Protocol (VoIP) is the technology used to send audio-visual signals. That's between two remote locations over the internet. It has simplified video calling on your mobile devices without the use of any fancy software.
No doubt you need to invest in an apt video conferencing tool that best suits your business needs & budget.
Recognize the necessary hardware & software for video conferencing meant for real-time communication. You'd notice that web conferencing restricts to only sharing slides & documents.
Video Conferencing Setup Basic Requirements
As businesses go, remote video conferencing is in full swing.So here is an essential checklist you might want to follow to set up the basic hardware & software.
In fact, to ensure reliable, high-quality audio & video for your video meeting calls. To begin with, you'll need:
In case of flexible budget, you'd consider HD Cameras, screens & high-quality audio systems. Only for group video conferencing.
Benefits of Video Conferencing Tools for Small Businesses
Suppose you run a consultancy or a small business. Then video calls have become second nature also to launch your venture.
In reality, the advantages of video conferencing tools. Linked to professional virtual meetings are many. But to name a few such as :
Real-time Updates & Productivity
Businesses equipped with the best video conferencing software. Connects with your customers or virtual teams on an ongoing basis. You can communicate & amplify real-time updates on time-sensitive projects.
Video conferencing tools have features such as screen sharing, file transfer, and more. You can collaborate faster, make quick decisions and work hassle-free.
Visual & Engaging Conversations
Humanized face-to-face client conversations lead to improved customer relationships. Exclusive for impromptu team meetings & to keep projects on schedule. Visual eye contact is far more engaging than audio conferencing. Video conferencing apps are the best fit for remote workers on the move.
Well-Structured Meetings
Sales video meetings or webinars come with pre-set start & end times. With a laid-out virtual meeting agenda, there is no time for idle talk. Increased efficiency improves your business performance.
Save Time & Travel Costs
In-person meetings include time-consuming & expensive business travel to faraway locations across the globe. Usage of video conferencing apps to attend conferences, employee training, or business meetings. Helps you save time & travel costs.
Remote Customer Support
A few video conferencing apps offer features like built-in video calls.? Also, chat support from your business website. Clients can talk in an instant to real-time support staff. That results in faster resolution & higher customer satisfaction.
Competitive Advantage
Leverage technology & gain competitive advantage using video conferencing tools.
Limitations of Video Conferencing Tools for Small Businesses
Lacks Personal Touch
In-person offline meetings are helpful during specific critical business meetings.But video conferencing is the next best alternative for internal & external meetings.Instant communication or collaboration can help mitigate personal touch during a crisis.
Technical Difficulties
Technical glitches can cause delays in time & a bad user experience for remote workers.But most video conferencing software providers provide 24/7 customer support. Pick practical tools, free demos & trial offers.
Cost of Peripherals
For enterprise-grade video calling solutions, you'll need specialized hardware & customized software. Thus the cost of setting up, installation cost & software can be a sizable amount. Also, you invest in high-quality HD cameras & microphones.
Yet, you also have the option of using secure video conferencing apps on your mobile & laptop. It depends on your business requirements & goals.
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How do you choose the right video conferencing tool for your business?
Have you begun to research video conferencing apps for business? So if it is a personalized client support call, sales demo, or a product launch webinar.? You can discover apt audio-video collaboration tools for your professional video meetings. A few features or requirements to look into based on the purpose of your virtual meetings.
Security
Small businesses can opt for remote video conferencing tools. End-to-end encryption that is less prone to hackers. Unsecured client video calls can pose a significant security threat for your business.
Video Call Recording
Recording of webinars or remote team meetings. Helps you to use the video call recording feature for documentation purposes. And to catch up on a virtual meeting.
Screen sharing
Visuals as graphs, charts, product demos, slides form a crucial part of online meetings. You can communicate trouble-free using screen-sharing features. To close client deals and connect with remote teams.
A few video conferencing apps allow only the host to screen share. Yet, some other apps permit any participant in the meeting to do so.
File Transfer
Share files or documents with your team or potential customers. Real-time & fool-proof in virtual meetings. Without using third-party apps for file transfer.
Mobile App Availability
Switching between devices is essential for seamless connectivity for your remote workforce. Some apps allow you to toggle between desktop & mobile without disrupting your meeting.
Call Quality & Connectivity
Test audio & video quality of the software on your network at peak usage hours. Check for call connectivity with many participants during the demo. Some video conferencing tools also provide background noise cancellation features for video meetings. So the host's voice isn't inaudible at meetings.
Meeting Participants Sizes
Different video conferencing tools limit the number of participants in a meeting.Use free trials to check the meeting size or bandwidth. Notice that best suits your business requirements. Before you buy, research the software's plan restrictions.
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Use these questions (FAQs) as a guide when selecting suitable video conferencing tools.
Current Trends of Video Conferencing Tools in 2021
Now businesses are considering reopening of offices & remote work options for their teams. Also known as hybrid workspaces.You'd need a consistent long-term strategic plan. Upgrade the video conferencing software & systems during this shift.
Whether you consider an in-person/ hybrid/ remote work style or setup for your teams. Here are a few current trends you can't seem to ignore, such as:
Cloud Video Conferencing
Secure HD video recording that you can join, record & download from your favorite apps. Cloud video conferencing is easy, efficient & affordable. Because there are no high hardware costs & it is a necessity.
Real-Time Customer Support
Client-based businesses use video chats to have personalized interactions. And that encourages long-term customer relationships.? Also, video calls can help streamline your customer support strategies. You can slide into conversation with them.
Video chats with your customers on their phones it is to solve unique & complex situations. And not for general or basic queries listed on your website FAQs.
Whiteboard & Annotations
Hosts use whiteboards to draw, type & explain with visuals. During virtual meetings in real-time. Label or tag video clips using annotations. During video meetings, attendees not presenting drop their feedback on the presenter's slide. Hence use branded customized user interfaces for your business.
Webinar & Live Events
Video conferencing tools that can automate invitations, email reminders & registering participants of webinars. You can embed live events into a user's website or your brand's youtube channel. You can use remote e-learning platforms as well.
Live Video Editing Support
You can edit your video while streaming it live to create post-production effects. Ranging from changing virtual backgrounds to advanced camera effects. Further, get live customer support from video conferencing apps.
From now on, hybrid work or remote working is the future for small businesses. Video conferencing tools gain popularity & are competitive. Define the purpose of your virtual meetings & choose appropriate video meeting apps. You can optimize for a well-planned & executed business communication strategy.
In this guide, I have mentioned actionable tips, suggestions & methods. That explores ways that favor a more secure, professional & customized video meeting.
To summarize, that results in increased profitability, lower costs, better productivity. In due time it gravitates towards long-term customer relationships.
Thanks for reading and don't forget to share your thoughts in the comments below.